WCS Weapons Detetection System Request for Proposal.pdf

WILSON COUNTY SCHOOLS

WEAPONS DETECTION SYSTEM

REQUEST FOR PROPOSAL

1.0 REQUEST FOR PROPOSAL

1.1 GENERAL REQUIREMENTS

The Wilson County School District (hereafter referred to as “District”) is seeking a vendor to provide, install, and provide training for weapons detection systems for up to five (5) entryways within the three traditional high schools. The District is anticipating that each of the five (5) entryways will be able to be supported by single-lane scanners. The District is seeking proposals that will improve student, staff, and visitor safety by effectively and efficiently screening for weapons while ignoring common, harmless objects.

1.2 CONTACT INFORMATION

Any questions pertaining to this Request for Proposal (hereafter referred to as “RFP”) should be directed to:

Wendy Sullivan, Executive Director for Safety and Administration Wilson County Schools 252-399-7700 Ext 8653 wendy.sullivan@wilsonschoolsnc.net -and- Greg Woodard, Executive Director of Facility Services Wilson County Schools 252-399-7823 Ext 8500 greg.woodard@wilsonschoolsnc.net

1.3 INSTRUCTIONS TO VENDOR

Each proposal must contain the following completed items for consideration:

Request for Proposal Response Form, Brochures / Literature of all equipment, and a detailed proposed cost breakdown.

1.4 CLARIFICATION OF PROPOSAL

Any vendor contemplating submitting a proposal in doubt as to the true meaning of any part of the specifications or other proposed contract documents, may submit a written request for an interpretation thereof. The District will not be responsible for any other explanations or interpretations of the proposed documents. In case of any doubt or difference of opinion as to the true intent of the specifications and in case of any dispute between the parties under the contract to be entered into, the decision of the District shall be final and binding.

Under no circumstances will a request for clarification alter the submission deadline stated in section 1.5.

1.5 SUBMISSION OF PROPOSAL

Proposals must be received in the Wilson County Schools Central Office no later than, Thursday, March 28, 2024 at 1:00 PM EDT.

Proposals must be delivered to:

Wendy Sullivan, Executive Director for Safety and Administration Wilson County Schools 117 NE Tarboro Street Wilson NC 27893

Proposals must be submitted in a sealed envelope plainly marked “Proposal - Weapons Detection System”. Proposals received after the specified date and time will be rejected and returned unopened. The District reserves the right to accept or reject any or all proposals, to waive any technicality in any proposal submitted, and to accept any part of a proposal deemed to be in the best interest of the District.

2.0 PROPOSAL EVALUATION

2.1 QUALIFICATION CRITERIA

Each proposal shall be evaluated first on whether required qualification criteria are met on a pass/fail basis.

2.2 EVALUATION PROCEDURE

An evaluations team shall then evaluate all accepted proposals. Evaluation of vendors shall be based on the information submitted in the proposals. The District reserves the right to waive formalities in proposals and to reject any and all proposals.

The award shall be made to the vendor with the proposal which the District determines is in the District’s best interest. From the total information required, determination shall be made by the District of the vendor’s demonstrated financial, managerial, and operational ability and resources to serve the District.

Only proposals from financially responsible organizations or individuals, as determined by the District shall be considered.

2.3 EVALUATION CRITERIA

In addition to the required qualification criteria, all proposals shall be evaluated based on, but not limited to the following criteria:

Component Points Cost 45 Satisfaction of specifications and requirements 35 Availability of products and services proposed 20

Total 100

3.0 CONTRACT NEGOTIATION

The District may, after the evaluation process, negotiate with any vendor who has been determined by the evaluation committee as being most apt to provide products and services that are in the best interest of the District. No contract signed as a result of this RFP process will detract from any or all specifications included herein.

4.0 AWARD AND DELIVERY

The District Board of Education will accept a recommended vendor or reject all proposals at its meeting currently scheduled for April 15, 2024.

5.0 INSURANCE

The vendor shall be responsible for maintaining insurance coverage in force for the life of this contract of the kinds and adequate amounts listed below. The insurer shall provide the District with Certificates of Insurance signed by an authorized representative of the insurance company at the inception of the contract and annually thereafter.

5.1 WORKERS’ COMPENSATION INSURANCE

The vendor shall provide Statutory Workers’ Compensation Insurance, including Employer’s Liability with limits set forth by law.

5.2 COMMERCIAL GENERAL LIABILITY INSURANCE

The Vendor shall carry Commercial General Liability Insurance. A per occurrence limit of $1,000,000 is required. The Aggregate limit will be not less than $2,000,000. Any deviations less than the limits noted above must be identified.

6.0 VENDOR EMPLOYEE REQUIREMENTS

Upon acceptance of a proposal, the vendor must provide and maintain the following background checks and clearances for any employee that may need to enter District facilities to perform work:

●Lunsford Act/Criminal Background Checks

7.0 SPECIFICATIONS OVERVIEW

The District is seeking a vendor to provide, install, and provide training for weapons detection systems for up to five (5) entryways in three traditional high schools within the Wilson County Schools. The District is anticipating that the entryways will be able to be supported by single-lane scanners. The vendor must be able to meet and satisfy the requirements and specifications outlined in this document.

7.1 REQUIREMENTS AND SPECIFICATIONS

7.1.1 The proposed weapons detection systems must be fully automated with a high rate of student, staff, and visitor screening capacity.

7.1.2 The proposed system must be capable of automatically detecting weapons including those that may be concealed on a person as well as inside objects including but not limited to backpacks, gym bags, purses, laptop bags, and briefcases.

7.1.3 The proposed system must be able to automatically ignore normal, harmless personal items without the individual passing through the system having to unpack or empty backpacks, purses, laptop bags, briefcases, pockets, etc.

7.1.4 The proposed system should be able to be moved to a different location by district personnel when the need arises.

7.1.5 The proposed system should be rated for both indoor and outdoor use.

7.1.6 The proposed system should either have integrated cameras or be able to be integrated with the District’s existing Rhombus security camera system for the purpose of providing time stamped video clips and/or frames of any positive weapons detections.

7.1.7 The proposed system must locally store scan data including video footage, if applicable. The data must also be able to be exported to an external system for investigative and archival purposes.

7.1.8 Any operational test kits / materials necessary to verify functionality of the system should be provided.

7.1.9 Device manufacturer’s brochures and descriptive literature for all proposed equipment must be included with the proposal.

7.1.10 Vendor must currently be an authorized supplier of all equipment proposed.

7.1.11 The proposed system must be able to be monitored by District security personnel using either provided portable devices or a web-based or Windows, iOS, and/or iPadOS based application.

7.1.12 The proposed system must not be reliant on connection to the District’s local and wireless area network.

7.1.13 The District prefers but does not require the scanning units to be able to use custom graphic inserts.

7.1.14 The vendor must provide appropriate training for the staff members who will be assigned to monitor the devices as well as training for the District technology staff members who may need to provide troubleshooting. The vendor must provide ongoing tech support as needed for the life of the equipment. The District should be able to request additional training in the future, as necessary.

7.1.15 Vendors must be prepared to provide additional information as requested by the District to facilitate a complete and comprehensive review of the proposals. Such requests may include but not be limited to average estimated downtime, number of technicians on staff, average response time for service calls, and number of trainers on staff.

Responses to such requests shall be made within two (2) business days of the request.

7.1.16 Vendors submitting a proposal must submit the Request for Proposal Response Form, detailed cost breakdown, and required documentation stated in section 7.1.9.

7.1.17 Vendors must provide information regarding the warranty and support the District has access to from the vendor and/or manufacturer.

7.1.18 The vendor must include references from at least three (3) current clients, at least two (2) of which must be school districts. Please include school/company name, phone number, and contact person. These references must indicate high quality of service has been performed consistently.

REQUEST FOR PROPOSAL RESPONSE FORM

Company Name

Company Address

Years in Business

Years Certified to Sell Proposed Equipment

References

Company Name Contact Name and Title Phone Number

The undersigned, on behalf of the company named below, hereby represents and certifies to the Wilson County Schools, to the best of their knowledge, that the company has met or exceeded all specifications and terms and conditions as set forth in the bid specifications.

Signature Date

Printed Name Title

Phone Number Email Address